Fill Out Your 126 Form

What is the purpose of the OF-126 form?

The OF-126 form is crucial for several reasons. It designates residences for travel and the shipment of personal effects, records your relationship status, lists your dependents, and provides your current home leave address. If there are any changes in residence, dependency, or relationship status information, these must be reported by submitting a revised OF-126 form. It's important to note that the form is not suitable for state tax withholding requests or changes.

What information is required for residence details?

You need to provide specific details for two residences: your legal residence, which is the city and state you claim, and your home leave residence, including both current and new addresses. Make sure to include the house or apartment number, street, city, and state with ZIP code for both. Additionally, if you request a change in your home leave residence, a justification must accompany the change, based on compelling family ties or circumstances.

Can I change my home leave residence after I receive travel orders?

No, once travel orders have been issued, you may not change your home leave residence without prior approval from an appropriate authorizing officer in Washington, D.C. This rule is in place to ensure that changes are properly vetted and justified after consideration of your travel circumstances.

What should I include as justification for a new home leave address?

Valid justifications include changes in family circumstances, such as a relative's death or relocation, health-related needs due to climate, or changes related to property ownership. Requests for changes based on pending events or personal convenience will not be accepted. It is essential to accurately document and submit these justifications along with your form.

What information is needed concerning dependents?

For dependents, you must list all qualifying individuals, such as a spouse, domestic partner, children under 21, or relatives who are at least 51% dependent on you for their support. Evidence of support must be provided for relatives claiming dependency. It's vital to keep this information updated, as changes will affect eligibility for government benefits and travel allowances.

How are changes in relationship status reported on the OF-126 form?

To report a change in relationship status, complete item 12, indicating the nature of the change, such as marriage or divorce. It's critical that you also fill out item 13 to detail any changes in your dependents. This keeps your records accurate and ensures that your agency can properly manage benefits related to family travel.

What happens if dependents are not listed before travel orders are produced?

Travel will not be authorized for dependents unless a current OF-126 form has been approved with their names included before the travel order is issued. Any last-minute changes to your travel orders involving dependents can lead to delays in your travel plans. Therefore, it is advisable to keep dependent information up to date prior to travel.

Is the information on the OF-126 form protected?

Yes, the information you provide on the OF-126 form is protected under the Privacy Act of 1974. It can only be disclosed to authorized personnel on a need-to-know basis within your agency for the purposes of determining eligibility for benefits related to travel and dependents. Failure to provide accurate information can affect your eligibility for benefits.

What should I do if I reach the age limit for dependents?

Children who reach the age of 21 will automatically be included in your travel order to the employee’s separation location unless there is specific documentation confirming continued dependency. If your child's dependency status changes, you must submit a new OF-126 form to officially update your record and remove the child if necessary. Keep your agency informed to avoid complications during travel.

Where should the completed OF-126 form be submitted?

The completed OF-126 form should be submitted to your personnel office. Ensure an original copy is sent, while a copy is retained for your records. Each agency may have slightly different submission processes, so it's advisable to follow any additional guidelines provided by your specific agency.

Completing the OF-126 form can be a crucial step for anyone associated with the Foreign Service, yet many individuals make common mistakes when filling it out. One frequent oversight occurs when applicants fail to provide their complete residence information. Specifically, not including the full address, including house or apartment numbers and ZIP codes, can lead to delays in processing and may hinder the approval of travel and shipment requests.

Another common error is neglecting to update the relationship status accurately. It's essential to reflect any changes in marital status or partnership that may affect travel arrangements. Relationship information is used to project costs for family travel, making this accuracy vital. Omitting details or marking the wrong status can result in complications when travel orders are issued.

A third mistake is underestimating the importance of justifications for changes in home leave addresses. When applicants select a new home leave address, they must provide a valid reason based on family ties or compelling interests. The justification fields should not simply reflect personal convenience. Skipping this crucial part can lead to rejection of the request, as the agency evaluates changes on a case-by-case basis.

People frequently overlook the requirement to attach supporting documentation for dependents. If an individual believes a relative qualifies as a dependent, providing evidence of financial support is necessary. Many submit the form without these documents, leading to delays in approval and travel arrangements. Each dependent, particularly those who do not meet standard criteria, should have supporting paperwork attached.

Additionally, some individuals forget to mark the appropriate box on the top of the form indicating if it is their first submission, a change of information, or related to separation/retirement. This oversight can confuse the processing agency and lead to unnecessary complications. Each submission must clearly reflect its purpose.

Another common pitfall relates to submitting outdated forms. The OF-126 must be filled out anew for every submission, as the agency assumes all previous information is correct unless changes are explicitly indicated. Therefore, not clarifying updated data can result in an outdated understanding of an employee’s current circumstances.

Finally, applicants often assume their Social Security number is optional or disregarded altogether. However, providing a Social Security number is crucial for uniquely identifying records. Missing this detail can impede the processing of benefits and travel orders. Attention to this detail ensures proper management of case files and expedites service.

The OF-126 form is essential for managing your residence and dependency status, especially when working overseas. Alongside this form, several other documents often accompany it to ensure a smooth process. Below are a few key forms that are typically required.

• OF-134: Official Travel Authorization Form - This form is used to authorize travel for employees and their dependents for official government business. It outlines the details of travel itineraries, funding, and other necessary travel arrangements.
• OF-305: Family Member Employment Authorization - This document allows eligible family members to seek employment while residing with the employee abroad. It provides details about the dependent's qualifications and intended job placements.
• DS-2019: Certificate of Eligibility for Exchange Visitor Status - Used primarily for exchange visitors, this form indicates the individual's eligibility for J-1 visa status. It includes details about the exchange program and host organization.
• SF-52: Request for Personnel Action - This form is critical for initiating personnel actions such as appointments, promotions, or separations. It provides the necessary details regarding the employee's status and pending changes.

Each of these documents plays a crucial role in streamlining aspects related to travel, employment, and personnel actions. It is vital to ensure all forms are completed accurately and submitted timely to avoid any disruptions in your service or benefits.

• SF-86: Questionnaire for National Security Positions - Like the OF-126, the SF-86 collects detailed personal information about an individual's residence, relationships, and dependents. It's primarily designed for background checks related to national security. Both forms require accurate and updated information to ensure eligibility for benefits and clearances.

• Form I-130: Petition for Alien Relative - This form is used by U.S. citizens and lawful permanent residents to establish a relationship with a foreign relative who wishes to immigrate to the U.S. Similar to the OF-126, it emphasizes the importance of documenting valid relationships, whether between spouses or dependents, to facilitate travel and immigration processes.

• Form G-325A: Biographic Information - This form requires biographical details about the applicant and their family, reflecting some aspects of the OF-126 such as relationship status and dependents’ information. Both forms are crucial for verifying the applicant's background and facilitating travel or immigration benefits.

• DD Form 1172-2: Application for Dependents’ Identification Card/DEERS Enrollment - This form is specifically for military families and manages dependents' information, akin to the OF-126. Both documents require updates concerning dependents and their eligibility for specific benefits, ensuring that the information remains current for governmental approval and assistance.

When filling out the OF-126 form, it is essential to follow specific guidelines to ensure your submission is complete and accurate. Below is a list of things you should and should not do during this process.

• Ensure all sections are completed: Every part of the form must be filled out at each new submission.
• Provide justifiable reasons for any changes: Justifications for changes in home leave residence should be based on compelling reasons, not personal convenience.
• Include all necessary documentation: Attach supporting documents if claiming dependents that do not meet standard criteria, especially for relatives.
• Review information for accuracy: Double-check all provided information to prevent errors, particularly in residency and dependency status.
• Use your current legal residence: Clearly specify your legal residence as it relates to travel and shipment of effects.
• Mark changes appropriately: Use the checkboxes at the top of the form to indicate whether this is a new submission or a change to existing information.

• Do not leave sections blank: Incomplete forms may lead to delays or rejection.
• Avoid vague justifications: Ensure your reasons for changes are clear and supported by appropriate documentation.
• Do not assume previous submissions are still valid: Each submission is a fresh opportunity to provide the most current information.
• Never submit without checking for changes: Any updates to your situation should be reflected in the current submission.
• Do not forget your signature: Ensure you sign the document, confirming its accuracy and completeness.
• Avoid using outdated information: Always use your latest addresses, relationships, and dependent information for accuracy.

The OF-126 form is essential for documenting residence and dependency information within the Foreign Service. Unfortunately, several misconceptions about this form can lead to confusion. Below are some common misunderstandings, along with clarifications.

• It can be used for state tax withholding requests. The OF-126 form is strictly for residence and dependency information and cannot be used for any state tax withholding requests or changes.
• Changes to the home leave address can be made anytime. Changes to the home leave residence must be approved based on specific criteria and cannot be requested after travel orders have been issued or without prior authorization from an appropriate officer.
• All relatives can be listed as dependents. Only certain individuals qualify as dependents. Generally, a dependent is a spouse, domestic partner, children under 21, or a relative who is at least 51% dependent for support. Parents and siblings do not qualify.
• The form will automatically update previously submitted information. The agency treats all previously submitted residence and dependency details as correct unless a new OF-126 form is submitted to update that information. Regular updates are necessary.
• Documentation for dependents is optional. Supporting documentation is mandatory for verifying the dependency status of relatives other than a spouse or children under 21. Without this, claims for dependents can be denied.

Key Takeaways for Filling Out and Using the OF-126 Form:

• Complete all items on the form for each new submission. Incomplete forms may face delays or be returned.
• The OF-126 form is essential for designating residences, recording relationship status, listing dependents, and showing the home leave address.
• Changes to residence or relationship status must be clearly marked on the form. Your agency assumes information is correct unless changes are reported.
• Provide detailed residence information, including house number, street, city, and state/zip code for both legal residence and home leave residence.
• Justifications for changes in home leave address need to be compelling, based on factors like family ties or health needs.
• Submit the form promptly. No changes can be made after travel orders are issued or once travel commences.
• Accurate relationship status helps the agency manage family travel costs correctly. Change notifications are necessary for any status updates.
• Maintain updated dependent information to ensure eligibility for medical coverage. Parents and siblings do not qualify.
• Include supporting documentation, especially for relatives who depend on you, and ensure all requirements are met to avoid delays in travel orders.